SIST EN 15946:2011
(Main)Conservation of cultural property - Packing principles for transport
Conservation of cultural property - Packing principles for transport
This European Standard defines the principles of packing stabilized or conditioned objects in transit.
Erhaltung des kulturellen Erbes - Verpackungsverfahren für den Transport
Diese Europäische Norm legt die Grundsätze für die Verpackung stabilisierter oder klimatisierter Gegen¬stände auf dem Transportweg fest.
Conservation des biens culturels - Principes d'emballage pour le transport
La présente Norme européenne définit les principes d’emballage pour le transport d’objets stabilisés ou conditionnés.
Ohranjanje kulturne dediščine - Postopki pakiranja za transport
Ta evropski standard določa postopek pakiranja za predmete, za katere lastnik/skrbnik oceni, da so pripravljeni za prevoz.
General Information
Standards Content (Sample)
2003-01.Slovenski inštitut za standardizacijo. Razmnoževanje celote ali delov tega standarda ni dovoljeno.Erhaltung des kulturellen Erbes - Verpackungsverfahren für den TransportConservation des biens culturels - Principes d'emballage pour le transportConservation of cultural property - Packing principles for transport97.195Umetniški in obrtniški izdelkiItems of art and handicrafts55.020Pakiranje in distribucija blaga na splošnoPackaging and distribution of goods in general03.220.01Transport na splošnoTransport in generalICS:Ta slovenski standard je istoveten z:EN 15946:2011SIST EN 15946:2011en,fr,de01-oktober-2011SIST EN 15946:2011SLOVENSKI
STANDARD
SIST EN 15946:2011
EUROPEAN STANDARD NORME EUROPÉENNE EUROPÄISCHE NORM
EN 15946
August 2011 ICS 55.040; 97.195 English Version
Conservation of cultural property - Packing principles for transport
Conservation des biens culturels - Principes d'emballage pour le transport
Erhaltung des kulturellen Erbes - Verpackungsverfahren für den Transport This European Standard was approved by CEN on 29 July 2011.
CEN members are bound to comply with the CEN/CENELEC Internal Regulations which stipulate the conditions for giving this European Standard the status of a national standard without any alteration. Up-to-date lists and bibliographical references concerning such national standards may be obtained on application to the CEN-CENELEC Management Centre or to any CEN member.
This European Standard exists in three official versions (English, French, German). A version in any other language made by translation under the responsibility of a CEN member into its own language and notified to the CEN-CENELEC Management Centre has the same status as the official versions.
CEN members are the national standards bodies of Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland and United Kingdom.
EUROPEAN COMMITTEE FOR STANDARDIZATION
COMITÉ EUROPÉEN DE NORMALISATION EUROPÄISCHES KOMITEE FÜR NORMUNG
Management Centre:
Avenue Marnix 17,
B-1000 Brussels © 2011 CEN All rights of exploitation in any form and by any means reserved worldwide for CEN national Members. Ref. No. EN 15946:2011: ESIST EN 15946:2011
EN 15946:2011 (E) 2 Contents Page Foreword .4Introduction .51 Scope .62 Normative references .63 Terms and definitions .64 Symbols and abbreviated terms .75 Before packing .75.1 Risk assessment .75.1.1 General principles.75.1.2 Risks related to the object .75.1.3 Risks related to moving cultural property .85.1.4 Information on moving the object to be communicated to the packer/transporter .85.1.5 Site visit .95.2 Choice of packaging .95.2.1 General principles.95.2.2 Surface protection .95.2.3 Cushioning . 105.2.4 External protection . 105.3 Accompanying condition report . 106 Packing . 126.1 General principles. 126.2 Preparation of packing . 126.3 Handling . 126.4 Packing process . 126.4.1 How objects are placed in the packaging . 126.4.2 Accompanying documents . 136.5 External marking . 137 Unloading and reception . 138 Unpacking . 148.1 General principles. 148.2 Preparation for unpacking . 148.3 Unpacking . 148.4 Storing packaging. 149 Repacking . 15Annex A (informative)
Packing solutions according to risks . 16Annex B (informative)
Example of form for the information to be communicated to the packer/transporter . 18Annex C (normative)
Different types of gloves for the handling of various types of objects . 20C.1 General principles for the selection of gloves . 20C.2 Criteria for the choice of gloves . 20C.2.1 Reference to statutory requirements relative to the use of gloves . 20C.2.2 Absence of products intended to improve contact with the skin . 21C.2.3 Impermeability . 21C.2.4 Safe handling . 21C.2.5 Solidity . 22SIST EN 15946:2011
EN 15946:2011 (E) 3 C.2.6 Thinness . 22C.2.7 Flexibility and comfort . 22Bibliography . 24 SIST EN 15946:2011
EN 15946:2011 (E) 4 Foreword This document (EN 15946:2011) has been prepared by Technical Committee CEN/TC 346 “Conservation of cultural property”, the secretariat of which is held by UNI. This European Standard shall be given the status of a national standard, either by publication of an identical text or by endorsement, at the latest by February 2012, and conflicting national standards shall be withdrawn at the latest by February 2012. Attention is drawn to the possibility that some of the elements of this document may be the subject of patent rights. CEN [and/or CENELEC] shall not be held responsible for identifying any or all such patent rights. According to the CEN/CENELEC Internal Regulations, the national standards organizations of the following countries are bound to implement this European Standard: Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland and the United Kingdom.
SIST EN 15946:2011
EN 15946:2011 (E) 5 Introduction This European Standard provides recommendations (the word should is used) and lists requirements (the word shall is used) for safe and secure packing of cultural property for transport. It is intended for individuals or organizations involved in the preservation of cultural property in order to reduce the risk of damage. The standard proposes a common terminology and procedures for packing. The appropriate range of knowledge, skills and competencies is required by every party involved with packing cultural property for transport. SIST EN 15946:2011
EN 15946:2011 (E) 6 1 Scope This European Standard specifies the packing process for objects considered by the owner/custodian as ready to be moved. 2 Normative references The following referenced documents are indispensable for the application of this document. For dated references, only the edition cited applies. For undated references, the latest edition of the referenced document (including any amendments) applies. EN 15898:2011, Conservation of cultural property — Main general terms and definitions EN ISO 780, Packaging — Pictorial marking for handling of goods (ISO 780:1997) 3 Terms and definitions For the purposes of this document, the terms and definitions given in EN 15898:2011 and the following apply. 3.1 accompanying condition report document recording the present state of an object and of any changes during transit 3.2 accompanying documents set of documents accompanying cultural property during its transport 3.3 consignee person or organization to whom the shipment of cultural property is to be delivered NOTE The last consignee is called final consignee. 3.4 courier person authorized by the owner/custodian and with adequate training/experience to escort shipment of cultural property from the collecting point to the final consignee 3.5 crate rigid box, case or container forming an outside layer of packaging for an object 3.6 cushioning material or devices incorporated in a packaging system in order to maintain the physical integrity of cultural property NOTE Adapted from EN 14182:2002. 3.7 custodian person or organization to whom possession of the cultural property has been granted by the owner SIST EN 15946:2011
EN 15946:2011 (E) 7 3.8 facility report document giving information about the premises, its physical, technical, environmental and security specifications 3.9 owner person or organization who has legal title of ownership 3.10 packaging materials or constructions used for packing of cultural property 3.11 packing list list of the packages in a single consignment attached to the shipping, delivery and receipt notes 3.12 representative any person acting through delegated authority on behalf of the owner or custodian of cultural property 3.13 site visit technical survey of an object and its placement prior to its packing and transport 4 Symbols and abbreviated terms CITES Convention on International Trade in Endangered Species of Wild Fauna and Flora. 5 Before packing 5.1 Risk assessment 5.1.1 General principles Packing, materials and the type of transport shall be selected according to a risk assessment. All parties involved should share the relevant information. It should result from a mutual agreement. The final decision shall be taken by the owner/custodian. Some packing solutions according to risk are proposed in Annex A. To make a risk assessment, the following considerations shall be made: the object itself, the number, size and weight of all objects in the consignment and everything related to their moving. 5.1.2 Risks related to the object Risks directly related to the object depend on its nature, manufacturing technique, its condition, any previous intervention and environmental conditions. The object should be examined by a conservator-restorer in order to contribute to the decision making process to move the object and to indicate any area of fragility and vulnerability of the object. Recommendations for preventive conservation, display (mounting, frame, base, etc.), conservation-restoration, as well as handling, packing and transportation should be given. SIST EN 15946:2011
EN 15946:2011 (E) 8 5.1.3 Risks related to moving cultural property Several factors shall be taken into account when selecting packaging: a) international working conditions and regulations, security risks; b) the availability of professional packing and transport companies experienced in handling cultural property; c) situation and accessibility at the points of collection and delivery (access routes, type of pathway, floor; goods lift, elevator; lighting; security, etc.); refer to the final consignee’s facility report; d) handling (manual or mechanical); e) means of transport (by truck, plane, ship or train; exclusive or consolidated transport; hand carried or freight; direct trip or not; transport with or without transhipment); f) logistics, total journey time and any overnight stops; g) physical environment during transport (state of roads, weather, etc.); h) presence of a courier or not. 5.1.4 Information on moving the object to be communicated to the packer/transporter The request for service should arrive in a range of 2 to 4 months before the planned date for packing, according to the size and complexity of that service, and shall provide the following information for each object: a) purpose of transport; b) identity of the owner/custodian (name, status, contact details); c) date(s), name(s) and precise address(es) (number and name of the street, number or name of the building, city, state or department, country) of the collecting point, of the delivery location and of the return location, if it differs from the collecting point; d) details of the collecting point, the delivery location and the return location, if necessary (floor, goods lift, access, etc.); e) name of the author/creator of the object, if known; f) title or name of the object; g) inventory number or any identifying number; h) date of creation of the object, if known; i) nature of the object (techniques, materials); j) dimensions (height, length, depth, diameter) and weight of the object, with and without frame, base or mounting; for an installation or multi-part object, give the dimensions and weight of each part and number of parts; k) special conditions under which the object is kept or transported, if any (environment, security, hazards, legal requirements or permissions, for example); l) colour photographs, if necessary; SIST EN 15946:2011
EN 15946:2011 (E) 9 m) insurance value of the object, if necessary; n) insurance arranged by; o) period covered by the insurance; p) customs status of the object, at the collecting point, if any; q) export licence and CITES certificates, if any; r) requirements of the owner/custodian (presence of courier(s), type of packaging and transport). Confidentiality of information shall be taken into account. An example of a form completed by the owner/custodian and the final consignee with information for the packer/transporter is given in Annex B. This form may be of any type (e.g. spreadsheet). 5.1.5 Site visit Before packing, in order to measure the object and to evaluate its condition and the risks of transport, a site visit should be made by the packer/transporter. For this site visit, the packer or transport company shall have access to the object and meet a representative of the owner/custodian who has full knowledge of the object’s file. A conservator-restorer should be present on site during this visit. Following this visit, suggestions may be made by the packer/transporter and conservator-restorer, to be agreed by the owner/custodian. It may also be necessary to visit the delivery location. 5.2 Choice of packaging 5.2.1 General principles Packaging shall provide appropriate protection to the object, in accordance with the risk assessment. It should comprise material in contact with the object which shall not abrade or otherwise harm, cushioning, and protection against shocks, vibrations and changes in environmental conditions. Packaging shall maintain all its protective properties during use. It shall be taken into account that packaging is designed for transport purposes and therefore not necessarily suitable to be used for permanent storage. If monitoring devices and control indicators accompany the object, packaging shall include provision for them. Packaging shall be designed to facilitate manual or mechanical handling and should be free standing. Dimensions shall be adapted to those of the object and take into account the constraints of the selected means of transport (truck, plane, etc.). External dimensions shall be compatible with the narrowest point to be passed during the object’s journey. Small objects should be packed together if they are compatible and going to the same destination. Wherever possible, sustainability should be kept in mind when choosing materials to be employed and means of transport. 5.2.2 Surface protection The surface protection for the object should mainly protect the object from deposits and abrasion. It shall be chemically as inert as possible. In some cases, the surface of the object shall not be in direct contact with any packaging to avoid damage. SIST EN 15946:2011
EN 15946:2011 (E) 10 5.2.3 Cushioning Cushioning is selected for its capacity to absorb shocks and vibrations. The type, density, thickness, quantity and position of cushioning shall be selected according to means of transport and its physical environment, weight of object, weight of packaging, surface of the object in contact with the cushioning and vulnerability of the object. Cushioning material should be such that it does not remain distorted upon impact. 5.2.4 External protection Material for external protection should be rigid in order to protect the object from impact. It shall protect the object from water under normal conditions. Insulation materials should limit variations in humidity and temperature during transport. 5.3 Accompanying condition report To record any possible changes to the object, an accompanying condition report with images shall be prepared and signed by the representative of the owner/custodian of the object. It shall be performed by a conservator-restorer or a representative of the owner/custodian. The purpose of this accompanying condition report is to describe the specific object and to list any changes occurring as a result of this particular transaction. The accompanying condition report shall be completed at the collecting point before packing; it shall form part of the file created for this particular transaction and shall accompany the object throughout. The owner/custodian shall be notified immediately if any changes occur to the object. It is one of the reference documents that can be used in case of a claim. The accompanying condition report shall be checked, annotated and countersigned by the courier, if there is one, and by a representative of the consignee, at each stage. Final check shall be performed on receipt of the object at the final destination by the owner/custodian together with the last courier if there is one. The condition check shall be carried out in a clean and safe place. The examination shall be performed under “daylight” quality lighting. If specific conditions of examination are necessary in order to view particular characteristics, these requirements shall be noted on the accompanying condition report so that the inspection will be made under similar conditions. The terminology used in the accompanying condition report shall be precise and unequivocal. The authors of the accompanying condition report should be able to check against a pre-established list with a defined glossary. The accompanying condition report should contain the following information: a) information related to the object: 1) title or name of the object; 2) name of the author/creator of the object, if known; 3) inventory number or any number allowing identification of the object; 4) dimensions and weight of the object; SIST EN 15946:2011
EN 15946:2011 (E) 11 5) materials; 6) techniques of making; 7) number of constituent parts; 8) environmental conditions under which the object is usually kept; b) information relating to movement of the object: 1) name of the collection site; 2) name of the place(s) of reception; 3) name of the return location, if it differs from the collecting point; 4) dates of the exhibitions or events; c) record of changes of the object: 1) general condition of the object. Information on the condition shall contribute to assessment of the risks which the object could meet during movement: vulnerability, description and location of fragile areas and/or their history to be checked at any stage of the movement; 2) structural condition of the object (cohesion, construction, former interventions, etc.); 3) surface condition of the object; 4) condition of the mounting/frame/base; 5) dated images with inventory number or any identification number of the object; 6) images that document any changes; 7) any unusual event that may cause change to the object; d) requirements for: 1) handling; 2) assembly and installation of the object; 3) environmental conditions, if necessary; 4) type and description of the packaging and recommendations for its storage; 5) unpacking; e) dates and signatures: 1) before packing: date on which the accompanying condition report is created; name and position of the writer of the report; 2) at each stage of the movement of the object: date on which the accompanying condition report is checked; name and position of the various signatories of the accompanying condition report. SIST EN 15946:2011
EN 15946:2011 (E) 12 6 Packing 6.1 General principles Packing shall be performed in the presence and under the supervision of a representative of the owner/custodian. It should take place immediately after the accompanying condition report and should be undertaken by an adequate number of trained, specialized staff, informed about the project. It shall be carried out in a sequence according to an agreed previously determined methodology. If there is a courier he/she shall be present during packing. Packing should be undertaken in a safe, secure, clean, well-lit place whose environmental conditions are similar to those of the collecting point. If not, the packaging shall be acclimatized before. The place where packing is performed shall be spacious enough to allow safe handling of the object, the packaging and of the appropriate equipment, if necessary. Packing and handling shall be undertaken according to the risk assessment and any changes shall be made only with the agreement of the owner/custodian. Objects should only be handled or moved when strictly necessary. 6.2 Preparation of packing Before handling or moving an object each step of the process shall be planned in advance and communicated to all involved. A methodology should be determined. Before starting packing, the following arrangements shall be made: a) deliver and open the empty packaging at the collecting point at least 24 h before packing, unless it is decided by the owner/custodian; b) check the packaging and its condition; c) check the dimensions of the packaging in relation to those of the object; d) clear the routes before moving the object; e) check the state of the object against the accompanying condition report. 6.3 Handling Handling shall be done according to the recommendations following the risk assessment. Only qualified staff shall use mechanical equipment. Appropriate clothing shall be worn; accessories and tools that may damage the objects shall be removed. For the security of the objects, appropriate protection, as gloves (see Annex C) shall be used when coming in direct contact with the object. Staff shall be protected from hazards. 6.4 Packing process 6.4.1 How objects are placed in the packaging Objects shall be secured inside the crate according to their characteristics and the risk assessment. SIST EN 15946:2011
EN 15946:2011 (E) 13 Cushioning shall enclose and support the object but shall never compress it. Appropriate support should be provided for heavy parts of the object. Marking should be made inside the crate and the cushioning to facilitate packing, unpacking and repacking. 6.4.2 Accompanying documents The documents which should accompany the object or group of objects during movement are: a) original document of the accompanying condition report, created upon departure from the collection location. It shall be checked and annotated at each stage of the journey; b) packing list; c) exit permit i.e. document issued by the legal authority of the export of object(s), if any; d) customs declaration, if any. A copy of all documents including updated annotations which constitute the travel file shall be kept by the owner/custodian. The owner/custodian shall be notified immediately if any changes occur to the object. Confidentiality of information shall be taken into account. If necessary, specific instructions for unpacking should be included. 6.5 External marking Marking shall be done without compromising the security of the object and the security of the transport. Marking shall be done according to EN ISO 780, with durable materials. Any mandatory legal marking shall be present on the packaging. Packed crates should be clearly marked as ‘packed’ or ‘full’. Unpacked crates should be clearly marked as ‘unpacked’ or ’empty’. 7 Unloading and reception Unloading and reception shall be planned in advance. The appropriate human resources and equipment shall be available. On receipt of the packaging, each item shall be identified against the packing list. Before storing the packaging for acclimatization, the exterior should be checked to identify any damage or irregularities on the packaging itself which occurred during transport or to the external control indicators. All modifications or irregularities observed shall be documented immediately on the proper document (delivery receipt, accompanying condition report, etc.). If infestation is suspected or detected, the shipment shall be isolated and the owner/custodian shall be notified immediately. SIST EN 15946:2011
EN 15946:2011 (E) 14 8 Unpacking 8.1 General principles Unpacking shall be performed under the supervision of the consignee and, if required, by a representative of the owner/custodian, preferably a conservator-restorer. It shall be done by an adequate number of trained, specialist staff, informed about the project and undertaken in a sequence according to an agreed previously determined methodology. Unpacking shall be undertaken in a safe, secure, clean, well-lit place whose environmental conditions are similar to those of the destination of the object, according to the requirements given by the owner/custodian. 8.2 Preparation for unpacking Before unpacking, a space shall be identified where the objects can be placed for checking. The place where unpacking is performed shall be spacious enough to allow safe handling of the object, the packaging and of the appropriate equipment, if necessary. Before opening the packaging, it should be allowed to acclimatize to the conditions of
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SLOVENSKI STANDARD
oSIST prEN 15946:2009
01-september-2009
2KUDQMDQMHNXOWXUQHGHGLãþLQH0HWRGHSDNLUDQMD
Conservation of cultural property - Packing methods
Erhaltung des kulturellen Erbes - Verpackungsverfahren
Conservation des biens culturels - Méthodes d'emballage
Ta slovenski standard je istoveten z: prEN 15946
ICS:
55.040 0DWHULDOLLQSULSRPRþNL]D Packaging materials and
SDNLUDQMH accessories
97.195 Umetniški in obrtniški izdelki Items of art and handicrafts
oSIST prEN 15946:2009 en,fr,de
2003-01.Slovenski inštitut za standardizacijo. Razmnoževanje celote ali delov tega standarda ni dovoljeno.
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oSIST prEN 15946:2009
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oSIST prEN 15946:2009
EUROPEAN STANDARD
DRAFT
prEN 15946
NORME EUROPÉENNE
EUROPÄISCHE NORM
May 2009
ICS 55.040; 97.195
English Version
Conservation of cultural property - Packing methods
Conservation des biens culturels - Méthodes d'emballage Erhaltung des kulturellen Erbes - Verpackungsverfahren
This draft European Standard is submitted to CEN members for enquiry. It has been drawn up by the Technical Committee CEN/TC 346.
If this draft becomes a European Standard, CEN members are bound to comply with the CEN/CENELEC Internal Regulations which
stipulate the conditions for giving this European Standard the status of a national standard without any alteration.
This draft European Standard was established by CEN in three official versions (English, French, German). A version in any other language
made by translation under the responsibility of a CEN member into its own language and notified to the CEN Management Centre has the
same status as the official versions.
CEN members are the national standards bodies of Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland,
France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal,
Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland and United Kingdom.
Recipients of this draft are invited to submit, with their comments, notification of any relevant patent rights of which they are aware and to
provide supporting documentation.
Warning : This document is not a European Standard. It is distributed for review and comments. It is subject to change without notice and
shall not be referred to as a European Standard.
EUROPEAN COMMITTEE FOR STANDARDIZATION
COMITÉ EUROPÉEN DE NORMALISATION
EUROPÄISCHES KOMITEE FÜR NORMUNG
Management Centre: Avenue Marnix 17, B-1000 Brussels
© 2009 CEN All rights of exploitation in any form and by any means reserved Ref. No. prEN 15946:2009: E
worldwide for CEN national Members.
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oSIST prEN 15946:2009
prEN 15946:2009 (E)
Foreword
This document (prEN 15946:2009) has been prepared by Technical Committee CEN/TC 346 “Conservation of
cultural property”, the secretariat of which is held by UNI.
This document is currently submitted to the CEN Enquiry.
2
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prEN 15946:2009 (E)
Introduction
This document provides recommendations and lists requirements for packing of cultural property for transport.
It is intended for individuals or organizations responsible for preservation of cultural property.
The range of knowledge, skills and competencies of those involved in the process of packing for transport
requires the use of a common terminology proposed in the standard.
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prEN 15946:2009 (E)
1 Scope
This European Standard defines the principles of packing stabilized or conditioned objects in transit.
2 Normative references
The following referenced documents are indispensable for the application of this document. For dated
references, only the edition cited applies. For undated references, the latest edition of the referenced
document (including any amendments) applies.
EN ISO 780:1999, Packaging – Pictorial marking for handling of goods (ISO 780:1997).
EN 15898, Conservation of cultural property – Main general terms and definitions concerning conservation of
cultural property.
3 Terms and definitions
For the purposes of this document, the terms and definitions given in EN 15898 and the following terms and
definitions apply.
3.1
consignee
person or organization to whom the shipment is to be delivered
NOTE The last consignee is called final consignee.
3.2
courier
person authorized by the owner/custodian to escort shipment of objects from the collecting point to the final
consignee
3.3
cushioning
material or devices incorporated in a packaging system to reduce the effects of shock and/or vibration during
handling and transport
NOTE Adapted from EN 14182:2002.
3.4
custodian
person or organization to whom possession of the cultural property has been granted by the owner
3.5
facility report
document giving information about the institution, its physical and technical specifications, environment and
security
3.6
file of movement
set of documents accompanying cultural property during its transport
3.7
owner
person or organization who has legal title of ownership
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3.8
packaging
materials or constructions used for the packing of cultural property
EXAMPLE Case, crate, box, wrap, cardboard, etc.
3.9
packing list
list of the packages constituting the shipment, with their numbers, dimensions, list of objects inside each one,
identification number of the objects, name of the owner or custodian, established by the packer or the
transport company
3.10
representative
any person acting through delegated authority on behalf of the owner or custodian of cultural property
3.11
site visit
technical survey of an object prior to its packing and transport. It is performed by the packer and the owner or
custodian, or their representative
3.12
travelling condition report
document recording the present state of an object and of any changes during transit
4 Symbols and abbreviated terms
CITES Convention on International Trade in Endangered Species of Wild Fauna and Flora.
5 Before packing
5.1 Risk analysis
5.1.1 General principles
A risk analysis shall be drawn up jointly by all parties involved (owner/custodian, packer/transporter, insurer,
final consignee). The choice of packing and materials and of the type of transport should result in mutual
agreement. As a last resort the final decision falls on the owner/custodian.
Packing and materials shall be selected according to the results of the risk analysis. Some packing solutions
according to risk are proposed in Annex A. To make a risk analysis, the following considerations shall be
made: the object itself, the number, size and weight of all objects in the consignment and everything related to
their moving.
5.1.2 Risks related to the object
Risks directly related to the object depend on its nature, manufacturing technique, its condition, any previous
intervention and environmental conditions.
Information concerning the object and its current state will already have been given in the condition report,
drawn up before the decision was made to move the object. The condition report should have been produced
by a conservator-restorer. The condition report indicates any area of fragility in the object, if the object can be
moved and under what conditions ; it includes recommendations for preventative conservation, display
(mounting, frame, base, etc.), conservation-restoration, as well as handling, packing and transportation.
5
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Any special precautions shall have been taken and documented in advance to ensure the welfare of the object
during movement.
5.1.3 Risks related to moving
Several factors shall be taken into account :
international working conditions and regulations (i.e. customs), security risks, political stability ;
the existence of professional packing and transport companies experienced in handling cultural property ;
situation and accessibility at the points of collection and delivery (access routes, type of pathway, floor;
goods lift, elevator; lighting; security, etc.); refer to the final consignee’s facility report ;
handling (manual or mechanical) ;
means of transport (by truck, plane, ship or train; exclusive or consolidated transport; handcarried or
freight; direct trip or not; transport with or without transhipment) ;
logistics, total journey time and any overnight stops ;
physical environment during transport (state of roads, weather, etc.) ;
presence of a courier or not.
5.1.4 Information on moving the object to be communicated to the packer
The request for service should arrive in a range of 2 to 4 months before the planed date for packing, according
to the size and complexity of that service, and provide the following information for each object :
purpose of transport (exhibition, moving, restoration, etc.) ;
identity of the owner/custodian (name, status, contact details) ;
date(s), name(s) and precise address(es) (number and name of the street, number or name of the
building, city, state or department, country) of the collecting point, of the delivery location and of the
restitution location, if it differs from the collecting point ;
details of the collecting point, the delivery location and the restitution location, if necessary (floor, goods
lift, access, etc.) ;
name of the maker of the object, if known ;
title or name of the object ;
date of creation of the object, if known ;
nature of the object (techniques, materials);
inventory number or any identifying number;
colour photographs, if necessary ;
insurance value of the object, if necessary ;
period covered by the insurance ;
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customs status of the object, at the collecting point ;
export licence and CITES certificates ;
dimensions (height, length, depth, diameter) and weight of the object, with and without frame, base or
mounting; for an installation or multi-part work, give the dimensions and weight of each part and number
of parts ;
special conditions under which the object is kept or transported, if necessary (environment, security,
hazards, legal requirements or permissions, etc.) ;
requirements of the owner/custodian (presence of courier(s), type of packaging and transport).
An example of a form completed by the owner/custodian and the final consignee with information for the
packer is given in Annex B. This form can be of any type (e.g. spreadsheet).
5.1.5 Site visit
Before packing, in order to measure the object and to evaluate its condition and the risks of transport, a site
visit should be performed by the packer or transport company.
For this site visit, the packer or transport company shall have access to the object and meet a representative
of the owner/custodian who has full knowledge of the object’s file. A conservator-restorer should be present
on site during this visit.
Following this visit, suggestions can be made by the packer or transport company and conservator-restorer, to
be agreed by the owner/custodian.
5.2 Choice of packaging
5.2.1 General principles
Packaging shall provide optimum protection to the object. It shall be appropriate to the given object. It should
comprise material in contact with the object, which will not abrade or interfere, a cushioning, and protection
against shocks, vibrations and the elements (light, temperature, humidity) and for handling purposes.
Packaging shall maintain all its protective properties during use. It shall be used only during transport and
shall not be used for permanent storage.
If data loggers/control indicators accompany the object, packaging shall include provision for them.
Packaging shall be designed to facilitate manual or mechanical handling according to the situation.
Dimensions shall be adapted to those of the object and take into account the constraints of the selected
means of transport (truck, plane, etc). External dimensions shall be compatible with the narrowest point to be
passed during the object’s journey.
Small objects should be packed together if they are compatible and going to the same destination.
Sustainability should be kept in mind at the outset with recyclable materials and low carbon emission transport
employed wherever possible.
5.2.2 Surface protection
The surface protection for the object should mainly protect the object from deposits. It shall be chemically as
inert as possible.
Some object surfaces shall not be in direct contact with any packaging.
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5.2.3 Cushioning
Cushioning is selected for its capacity to absorb shocks and vibrations. The type, density, thickness, quantity
and position of cushioning shall be selected according to weight of object, weight of packaging, surface of the
object in contact with the cushioning and fragility of the object.
5.2.4 External protection
Material for external protection shall be rigid in order to protect the object from shocks. It shall protect the
object from water under normal conditions. Insulation materials should limit variations in humidity and
temperature during transport.
5.3 Travelling condition report
To record any possible changes to the object, a travelling condition report shall be drafted and signed by the
owner/custodian of the object. It shall be performed by a conservator-restorer or a representative of the
owner/custodian.
The purpose of this travelling condition report is to describe the specific object and to list any changes
occurring as a result of this particular transaction.
The travelling condition report shall be completed at the collecting point before packing; it shall form part of the
file created for this particular transaction and shall accompany the object throughout.
It is one of the reference documents that can be used in case of a claim.
The travelling condition report shall be checked, annotated and countersigned by the courier, if there is one,
and by a representative of the receiving institution, at each stage of the journey, i.e. on arrival and departure
at every point. Final check shall be performed on receipt of the object at the final destination by the
owner/custodian together with the last courier.
The condition check shall be carried out in a clean and safe place. The examination shall be performed under
“daylight” quality lighting. If specific conditions of examination are necessary in order to view particular
characteristics, these requirements shall be noted on the travelling condition report so that the inspection will
be made under the same conditions.
The terminology used in the travelling condition report shall be precise and unequivocal. The authors of the
travelling condition report should be able to check against a pre-established list with a defined glossary. For
movements outside the originating country, a translation should be included.
The travelling condition report shall contain the following information :
a) information relating to the object :
title or name of the object ;
name of the maker of the object, if known ;
inventory number or any number allowing identification of the object ;
dimensions and weight of the object ;
number of constituting items ;
environmental conditions under which the object is kept ;
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b) information relating to movement of the object :
name of the collection site ;
name of the place(s) of reception ;
name of the restitution place, if it differs from the collecting point ;
dates of the exhibitions or events ;
c) record of changes to the object :
general condition of the object. Information on the condition shall contribute to assessment of the
risks which the object could meet during movement: vulnerability, description and location of fragile
areas and/or their history to be checked at any stage of the movement ;
structural condition of the object (cohesion, construction, former interventions, etc.) ;
surface condition of the object ;
condition of the mounting/frame/base ;
images (or photocopies of photos) of all sides of the object showing the condition before transit, shall
be added to the travelling condition report. Photos should have good definition and be at least 13cm
x 18cm. The date of photography and the inventory number or any identification number of the
object should be visible on the photo ;
d) recommendations :
recommendations for handling (e.g. type of gloves to be used) ;
recommendations for assembly and installation of the object ;
recommendations for environmental conditions, if necessary ;
type and description of the packaging which has been chosen and recommendations for its storage ;
e) dates and signatures :
before packing : date on which the travelling condition report is created; name and position of the
writer of the report ;
at each stage of the movement of the object: date on which the travelling condition report is checked;
name and position of the various signatories of the travelling condition report.
5.4 Constitution of the file relating to a specific movement
The documents which shall accompany the object or group of objects during movement are :
original document of the travelling condition report, created upon departure from the collection location. It
shall be checked and annotated at each stage of the journey ;
packing list ;
copy of the loan contract or other agreements ;
copy of the insurance certificate ;
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exit permit, if necessary, i.e. document issued by the legal authority of the export of object(s) ;
customs declaration, if necessary.
A copy of all documents including updated annotations which constitute the travel file shall stay at the original
location of the object(s).
6 Packing
6.1 General principles
Packing shall be performed in the presence and under the supervision of a representative of the
owner/custodian. It should be undertaken by an adequate number of specialized staff, trained and informed
about the project. It shall be carried out in a sequence according to an agreed previously determined
methodology. If there is a courier he/she shall be present during packing.
Packing shall be undertaken in a safe, secure, healthy, well-lit place whose environmental conditions are
similar to those of the collecting point. If not, the packaging shall be acclimatized before.
The place where packing is performed shall be spacious enough to allow safe handling of the object, the
packaging and of the appropriate equipment, if necessary.
Packing and handling shall be undertaken according to the risk analysis and any changes shall be made only
with the agreement of the owner/custodian.
Objects should only be handled or moved when strictly necessary.
6.2 Preparation of packing
Before handling or moving an object each step of the process shall be planned in advance and communicated
to the team. A methodology should be determined.
Before starting packing, the following arrangements shall be made :
deliver the packaging and open the crates at the collecting point at least 24 hours before packing, unless
it is decided by the owner/custod
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